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III. Cash Shortages/Overages: <br />1. All cash overages/shortages shall be reported on the Cash Receipts Journal <br />report and will be monitored by the Customer Service Supervisor. Use of the <br />petty cash or per diem funds or any other means to balance cash due to <br />overages/shortages is prohibited. Excessive occurrences of overages/shortages <br />will be investigated to determine the causes and corrective actions to be taken. <br />IV. Balancing, Closing & Reporting: <br />1. Each cashier is responsible for reconciling and closing their respective cash can <br />and running the Cash Receipts Journal report, which summarizes collections by <br />the cashier for each day they are assigned cashiering duties. Waimea and Kona <br />district offices shall also record issued receipts separately on the Cash Receipts <br />Journal report before faxing the reports to the Hilo office. <br />Related stubs, receipts, deposit slips, and calculator tapes are attached to the <br />Cash Receipts Journal reports when submitted to the Hilo office through <br />interdept. mail via Courier Service. <br />2. When closing cash registers, cash and checks should be balanced separately. <br />a. (Harris System) Balance check screen: cash total + change total + total <br />receipts for cash (td, cd, fac. Chg., etc.) = total cash deposit/cash register; <br />b. Balance check screen: check total + total receipts for checks (td, cd, fac. <br />Chg., etc.) = total check deposit/cash register. <br />c. Calculator tapes proving balance for each cash register should be labeled <br />with batch or CR Journal number and identifying check and cash amounts <br />separately. <br />3. Since closings of cash registers are performed during Customer Service hours, <br />cashier(s) should not perform daily close and balance of each cash register at <br />the same time. Separate close outs will allow each Cashier to focus on balancing <br />and closing while the other Cashier assists the customers. Closeout sequence <br />and schedule may be adjusted as necessary during high traffic times to <br />accommodate customer's needs. Cashier shall ensure cash and checks on <br />employees desks are secured if it is necessary to step away from their <br />workstations during closeout, payment posting, and or preparation of deposit. <br />V. Bank Deposits: <br />1. Cashiers shall prepare bank deposits coinciding with the total collections for the <br />day. Deposit slips and related cash checks are routed to the District Supervisor <br />(Waimea &Kona) or Controller (Hilo) for review and deposit. Deposit slips cash, <br />DWS Cash Receipts Audit Criteria 127 <br />